Gilbane Cuts Complexity and Boosts Efficiency in Bidding

The Challenge

Gilbane struggled with a fragmented and inconsistent bidding process spread across multiple platforms. Their previous system made it difficult to centralize data, leading to inefficiencies, missed opportunities and a lack of visibility into trade partner workloads. The disconnected tools also caused inconsistencies in how teams interacted with those partners, complicating prequalification and bid list management. This lack of a unified system hindered their ability to make timely, informed decisions and maintain strong relationships with trade contractors.

The Solution

Gilbane performed a thorough and extensive search for the bidding platform that could best meet the needs of 60 different use cases. They selected Procore Bidding for its ability to deliver immediate value, its reputation among internal teams and trade partners and its commitment to collaboration and innovation.

A Family Legacy on Course for Modernization

Founded in 1870 by an Irish immigrant and his younger brother, Gilbane Building Company has evolved into one of the most respected construction firms in the world. Still family-owned and ranked No. 11 on the ENR400, Gilbane operates more than 40 offices across the U.S., maintaining a deep commitment to its employees and trade partners.

 “Strong partnerships are at the core of how we deliver on our values,” says Travis Okel, Purchasing Director at Gilbane 

Yet, the strength of those partnerships was strained by a fragmented and outdated bidding process. Despite managing thousands of bid solicitations annually, Gilbane relied on a patchwork of internally built tools and third-party platforms that created silos and inconsistencies. “We ended up with four or five different bid platforms,” Okel explains. “It was spaghetti data, scattered across systems, making it difficult for us to make timely and accurate business decisions.”

The decentralized system also led to confusion for trade partners. With different processes for each project, contractors encountered inconsistent expectations, prequalification practices, and communication. “Our prequalification data lived on a separate platform,” adds Okel. “The disconnect made it hard to maintain a consistent, effective bid process—and that reflected poorly on us in the eyes of our contractors.”

One Platform. Endless Possibilities

To address these challenges, Gilbane began searching for a modern bidding platform that could unify their workflows, scale across their enterprise, and improve both internal efficiency and external consistency. After evaluating more than 60 use cases, Procore Bidding emerged as the clear choice.

Purpose-built for general contractors, Procore’s construction management platform offers powerful bidding capabilities in a centralized system—eliminating silos and enabling real-time collaboration. The decision was also eased by the fact that Gilbane teams were already longtime users of Procore’s Project Management tools, which support thousands of active projects across the company.

“Our internal users knew and trusted Procore,” says Okel. “And that trust made it easier for us to rally around a single bidding solution.”

Equally important was Procore’s openness to collaboration and commitment to continuous improvement. “Procore’s willingness to work with us on evolving the platform was invaluable,” says Dan Duarte, Product Manager at Gilbane. “They weren’t just offering a static solution. They were offering a partnership.”

From Chaos to Clarity

Since implementing Procore Bidding, Gilbane has experienced transformative improvements across its preconstruction operations—gains that extend beyond simple efficiency. By consolidating previously siloed systems into one unified platform, the company now benefits from increased visibility, stronger collaboration, and far greater consistency across projects and teams.

Procore Bidding now serves as the foundation for bid solicitations, bid leveling, and trade partner engagement across an expansive portfolio of projects—ranging from small RFPs to large, complex packages. “From small RFPs to major packages, we’re engaging trade partners more consistently,” says Travis Okel, Purchasing Director at Gilbane. “This centralized approach allows us to keep track of data, save time, and ultimately make smarter, real-time decisions that drive better project outcomes.”

The impact doesn’t stop at efficiency. With all bidding data now centralized in one platform, Gilbane has also taken a major leap forward in risk management. Teams can now monitor trade contractor performance and workload across divisions, identify potential overlaps, and proactively flag contractors who may pose delivery risks.

“We’re now forward-thinking, not reactive,” Okel explains. “Procore helps us understand a contractor’s workload across divisions, giving us the insight to make informed awards and avoid unnecessary risk. That level of visibility is a game-changer for how we manage preconstruction.”

The ability to operate from a single source of truth has enabled Gilbane to move faster, act smarter, and build stronger relationships with trade partners—all while helping reduce risk and increase accountability across the board.

A Single Source of Truth 

While Procore Bidding is transforming Gilbane’s preconstruction efforts, the company continues to rely on Procore’s broader platform throughout the full project lifecycle. With more than 1,500 active projects in Procore, Gilbane uses the software for daily logs, RFIs, submittals, punch lists, incident tracking, and manpower reporting.

“We pull manpower hours, track incidents, and collaborate seamlessly with trade partners,” says Duarte. “It’s a one-stop solution that enhances transparency and accountability.”

Looking ahead, Gilbane is excited to deepen Procore’s role even earlier in the construction lifecycle by fully integrating it into preconstruction workflows. “Starting projects in Procore from preconstruction will allow us to align all documentation early and provide a smoother transition into construction,” Duarte says. “With everything in one platform, we avoid duplications, reduce risks, and give our teams and partners a single source of truth.”

But beyond the technology, it’s the partnership with Procore that continues to resonate. “Procore is not a rigid provider; they’re a true partner,” says Duarte. “Their team is responsive to our needs, open to collaboration, and they consistently bring solution-oriented ideas to the table.”

Okel agrees: “It’s not just about ticking boxes on our feature list. It’s about Procore being willing to innovate alongside us, understanding our goals, and bringing forward solutions that make us stronger.”